Dean's Office Executive Assistant-School of Education and Human Development

The School of Education and Human Development at the University of Virginia seeks an organized and dedicated individual to serve as Executive Assistant to the Dean. Reporting to the chief of staff, the executive assistant will provide professional administrative support to the dean and deliver effective and thoughtful management of the dean's calendar. Meetings will be scheduled with accuracy and discretion, ensuring that calendared events are aligned with the dean's priorities and obligations. The executive assistant will work in partnership with the chief of staff to provide the dean with timely and accurate materials (briefings, talking points, presentation materials) to properly prepare the dean for all scheduled engagements. The effective execution of these duties requires exceptional communication with internal and external stakeholders - communications must be cordial, professional, and clear. The executive assistant will also coordinate the dean's travel, process reimbursements, and support the dean's projects and priorities as needed.
In addition to efforts in direct support of the dean, the executive assistant will be tasked with supporting members of the leadership team (associate deans and chief of staff) as needed. The executive assistant will welcome visitors to the Dean's Office and will monitor and order office supplies. This position serves as the front desk reception for the Dean's Office, and the successful candidate will be customer service oriented with an ability to effectively engage with visitors while accomplishing their primary tasks. The top candidate will be composed under pressure, resilient, consistently professional, and should anticipate and proactively address the needs of the dean and senior leaders.
Typical work hours are 8:00am-5:00pm with occasional after-hour events. This position is located in Charlottesville, VA.
Responsibilities Include:

• Managing the dean's calendar, working with the chief of staff to ensure the best use of the dean's time, and ensuring that the dean's day runs smoothly, accurately and on-time.
• Reviewing the dean's email inbox to highlight important emails and identify calendar events.
• In collaboration with the chief of staff, preparing the dean for all meetings - coordinating and collecting briefings, materials and remarks in advance of scheduled events.
• Collaborating effectively with other administrative professionals both at UVA and externally.
• Providing meeting scheduling support and occasional project support for the members of the dean's leadership team.
• Coordinating and distributing meeting agendas.
• Recordkeeping, including but not limited to dean's work product, meeting materials, and Dean's Office documents.
• Managing the dean's travel arrangements and processing expense and travel reimbursements in accordance with fiscal policy.
• Assisting with Dean's Office events as needed, including occasional evening and weekend special events.
• Preparing basic correspondence or obtaining the dean's signature on documents.
• Handling highly sensitive and confidential documents with integrity and discretion; proofreading meeting materials, letters, and announcements.
• Monitoring office supplies and ordering as needed.
• Managing guest parking passes.
• Welcoming and assisting faculty, staff, students and guests to the Dean Office.
• Developing strategies for managing information across multiple systems and departments, including Microsoft Office 360.
• Supervising student staff.
• Other duties as assigned in support of the goals and objectives of the Dean's Office.

Required Qualifications:

• Education: Bachelor's Degree or related experience in lieu of a degree.
• Experience: Three years of relevant experience supporting a senior executive

Preferred Qualifications:

• Masters degree
• Experience working in a higher education environment.
• Outstanding verbal, written, and interpersonal skills.
• Demonstrated proficiency with Microsoft Outlook, SharePoint, OneDrive, Word, Excel, PowerPoint, Notes, and Teams. Experience with Smartsheet, Qualtrics and online scheduling resources.
• Project management experience.

Application Instructions: Apply Now. Internal applicants must apply through their UVA Workday profile, search Find Jobs and then R0058886. Complete an application online and include the following documents:

• Cover Letter
• CV/resume

All documents can be loaded into the resume submission field, multiple documents can be submitted into this one field. Internal applicants must apply through their UVA Workday profile. Incomplete applications will not be considered.
For questions about the application process, please contact Margaret Weeks, Academic Recruiter. Before a formal offer of employment is extended, the selected candidate will undergo a background check per university policy.
Physical Demands
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.
This position does not offer a remote work option at this time.
The University of Virginia, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.